Student fees and payments
Fee plans, collection and online payment, with every charge, receipt, refund and correction kept on the student’s own fee account, and the gateway’s payouts matched to what was collected.
Built for the people who run it
- Finance officers and bursars
- Fee counters and accounts sections
- Programme offices
- Students
- Sponsoring organisations
What usually prompts the call
- Online payments are matched to students by hand, and a payment taken without a receipt is found weeks later.
- The gateway pays out less than was collected, and nobody can say which payments a settlement covers.
- Late fees are worked out at the counter, and differently by each person.
- Refunds on withdrawal are calculated in a spreadsheet and approved by email.
What it does
Which of these are included in a deployment is set out in the proposal for that institution.
Fee plans and demand
Fee heads, plans by programme and category, instalments with due dates, and demand raised for each student; raising it again charges nothing twice.
Collection, receipts and invoices
Collection at the counter by any mode, one receipt across several heads, and numbered invoices and receipts as PDFs. A cancelled receipt keeps its number and its reason.
Student fee account
An account for each student to which entries are only ever added; a correction is a reversing entry. Students see their own dues, receipts and statement.
Online payments
Razorpay and PayU, on the provider’s own payment page. A payment is recorded only when the provider’s signed message or its own verification confirms it, and card details never reach the application.
Settlement reconciliation
Razorpay settlements imported from the provider and PayU settlement files uploaded, matched line by line to payments, with the provider’s fee and tax shown and money not yet paid out listed.
Late fees and reminders
Flat, per-day, percentage and banded rules with grace periods and caps, previewed before they are charged. Reminders before or after a due date, previewed, and never sent twice.
Concessions and scholarships
Concessions recorded against a charge with a reason, tagged to the institution’s own schemes, and reported by scheme, programme and head.
Refunds, credit notes and write-offs
Refunds calculated on a published refund policy and approved by a second person; numbered credit notes; write-offs approved by the institution’s super administrator.
Chargebacks
Disputes from Razorpay and PayU, or recorded by the office. Nothing moves while a dispute is open; a lost dispute cancels the receipt, and a later win restores it.
Sponsors and other currencies
A sponsor’s payment on its own receipt, shared out to its students. Payments in another currency record the amount received, the rate and its source.
Tax rules
Tax by fee head, either included in the fee or added as its own charge, on demand and invoices.
Academic holds
Overdue fees can hold back results, transcripts, hall tickets or registration, as the institution decides, with a hold lifted for an individual student.
The software ships no late-fee rate, refund schedule, tax rate or hold threshold: each is the institution’s decision, entered as configuration.
How it runs, start to finish
An illustration of a typical sequence. Your own process is configured during implementation.
Set up fee heads and a plan for each programme, with instalments and due dates.
Raise the demand; each student’s charges and invoices are created.
Students pay online or at the counter; a receipt is issued once payment is confirmed.
Reminders go out and late fees are charged under the institution’s rules.
The gateway’s settlements are imported and matched to the payments taken.
Refunds, concessions and write-offs are approved and appear on the student’s account.
Our record
A & S has built and supported fee and student administration software for higher education institutions for over two decades. The institutions we have worked with, and the letters they have written, are on the clients page.
Works alongside
Student information system
The core every institution has, and the optional modules this one sits among.
Fees and finance
The institution’s own books: general ledger, statements, budgeting, payables, receivables and bank reconciliation.
Academics
Results, transcripts and hall tickets, which an academic hold can hold back.
Frequently asked
Which payment gateways does it support?
Razorpay and PayU, as well as payment at the counter recorded by the office. Payments go to the institution’s own merchant account; we do not hold funds. Before a gateway is switched on, the institution makes a test payment through the provider’s sandbox.
How does this relate to the institution’s accounts?
This module keeps each student’s fee account: what was charged, paid, waived, refunded or written off. The institution’s own books, such as the general ledger, statements, payables and bank reconciliation, are described under Fees and finance. How fee receipts reach the accounts is agreed during implementation.
What does it cost?
It depends on the number of students, the modules you take and the deployment model. Tell us those and we will give you a figure.
See student fees with your own fee structure
Tell us how your fee counter works today and the demonstration will follow that.